Advanced Tools - Auto Set Primary Email Address
HR Partner has housekeeping routines for changes made within the Employee Records feature. These routines can make updates and rectify the system changes you’ve made, including the specific purpose of setting your employees' primary email addresses.
You can use our housekeeping routines by going to Setup > Tools > Advanced. Then, look for the section with the heading 'Employee Record Updates'.
Auto Set Primary Email Address
This housekeeping routine allows you to automatically set primary email addresses for all of your employees. To ensure everyone will have a primary email in place when running this housekeeping routine, all employees should have at least one email address in their contact information before running this routine.
There are two ways to set primary email addresses. One option (the 'All' option) would be to set the first email address found against an employee as the Primary Email address. The other option (the 'By Domain' option) would be to set the primary email address by domain, meaning any employee email address that contains a specific string as the Primary Email (e.g. if your corporate email structure is firstname.lastname@mycompany.com then setting mycompany.com as the subdomain string will tag just those email addresses that match).
To run this housekeeping routine, select 'See Options' on the Advanced Tools page. From there, select how you would want to assign the primary email for your employees between the 'All' or 'By Domain' options. If selecting the 'By Domain' option, fill in your subdomain string.
To use this tool, select the 'See Options' button for 'Auto Set Primary Email Address'.
NOTE: If you have employees who already have a primary email address set in the system, and you don't want to change them when running this housekeeping routine, be sure to check off the option 'Ignore any employees who already have a Primary Email address set' before running the housekeeping routine. Unselect this option if you'd like to override any already-existing primary email addresses.
Select the 'Set Primary Emails' icon when you're ready to run the housekeeping routine.
When to Use This Tool
One situation for when to use this tool would be if many of your employees have multiple email addresses in the contact information feature of their profiles and you're wanting to assign one of them as their primary email. This is important if you plan to communicate with your employees in HR Partner via emails. Even if you're not sending them the traditional email, the designated primary email address will be where they receive notifications.
Another situation for when to use this tool would be if your employees have multiple emails showcasing different domains and you want their work email or personal email to be their primary email address. This would be useful if your company has a preference for uniformity in its communication practices.